Practice Manager - Integrative Wellness & Behavioral Health Group

Company: Poppy Life Care
Location: Newport Beach
Posted on: January 27, 2026

Job Description:

Job Description Practice Manager Location: In Person/Hybrid – Newport Beach, CA Type: Part-time to start Reports to: CEO Supports: CEO, Chief Medical Officer, Clinical & Administrative Staff Role Overview We are seeking a highly organized, systems-minded, and detail-obsessed Practice Manager to oversee the day-to-day administrative and operational functions of our growing healthcare practice. This role is ideal for someone who loves administration, thrives on structure, and takes pride in building, maintaining, and improving systems. The Practice Manager will serve as the operational and administrative backbone of the clinic—ensuring smooth workflows, strong documentation, reliable processes, and excellent internal coordination. This is a hybrid role based in Newport Beach. Operations & Workflow Management Open and close the center when working, responsible for overseeing the center operations Support a positive culture through team building activities and various events Point of contact for referrals and referral systems Coordinate day-to-day operational tasks to ensure smooth functioning Support onboarding/offboarding of contractors and clinicians Assist with credentialing paperwork and BH contracting documentation Track client progress, scheduling gaps, and follow-ups Support billing when needed and work with biller on billing issues Monitor authorizations and assist with renewals (CalOptima BH, CalVCB, RC, etc.) Administrative Support Manage scheduling for clients, practitioners, and CEO Handle intake forms, consent forms, and client documentation Ensure all client files and records are complete and compliant Oversee email communication, follow-ups, and reminders Prepare and organize documents, reports, and templates Maintain digital organization across platforms (Dropbox, JotForm, RingCentral, etc.) Knowledge of HIPAA, PHI handling, and confidentiality standards Ability to maintain compliance with payer, documentation, and audit requirements Client & Practitioner Coordination Serve as first point of contact for client questions Communicate with practitioners to ensure documentation compliance Support clinicians with administrative tasks to reduce burden Systems & Technology Manage CRM/workflow tools (MindBody, Tebra, HubSpot, Clockify, etc.) Update and maintain internal systems, spreadsheets, and dashboards Troubleshoot basic platform-related issues as needed General Support Assist the CEO with operational priorities Build SOPs, checklists, and structures to create efficiency Support transitions between programs and funding streams Qualifications 4 years experience in administrative, operations, or coordinator roles Healthcare, wellness, mental health, or nonprofit experience strongly preferred Exceptional organization and attention to detail Excellent communication skills Ability to multitask and follow through consistently Strong digital/tech competency Self-starter with strong initiative Warm, professional, and grounded presence Ideal Candidate Traits Highly organized and loves structure Calm under pressure Solutions-oriented and proactive Protects CEO time by anticipating needs Comfortable working independently Trauma-informed communication style Values holistic and integrative care Schedule & Hours • Part-time to start (approx. 20-25 hours/week) • Potential to grow to full-time as the company expands Compensation $24–$32/hr, depending on experience. Rate may increase as systems stabilize and responsibility expands. How to Apply Please send your resume and a brief statement about why you’re a strong fit to: erica@poppylifecare.org

Keywords: Poppy Life Care, Palm Springs , Practice Manager - Integrative Wellness & Behavioral Health Group, Administration, Clerical , Newport Beach, California